Office Manager

About this role

ABOUT US

Harmattan AI is a next-generation defense prime building autonomous and scalable defense systems. Following the close of a $200M Series B, valuing the company at $1.4 billion, we are expanding our teams and capabilities to deliver mission-critical systems to allied forces.

Our work is guided by clear values: building technologies with real-world impact, pursuing excellence in everything we do, setting ambitious goals, and taking on the hardest technical challenges. We operate in a demanding environment where rigor, ownership, and execution are expected.

ABOUT THE ROLE

Office Operations & Facilities Management

- Establish and maintain office operating procedures and administrative processes.

- Manage office supplies, equipment, vendors, and facilities-related requirements.

- Coordinate office moves, workspace planning, and facility improvements as the organization grows.

- Serve as the primary point of contact for office logistics and workplace issues.

Executive Calendar & Meeting Management

- Own recurring meeting schedules for executive leadership and key business functions.

- Coordinate leadership meetings, staff meetings, and internal working groups.

- Improve meeting cadence, agenda management, action-item tracking, and follow-up processes.

- Optimize executive calendars to maximize productivity and minimize scheduling conflicts.

Administrative Infrastructure

- Develop scalable administrative systems, templates, trackers, and filing structures.

- Support onboarding and offboarding activities for U.S.-based employees.

- Assist with document management, records organization, and internal communications.

- Establish repeatable processes that reduce administrative burden on leadership and staff.

Travel & Event Coordination

- Coordinate domestic and international travel arrangements for executives and employees.

- Support planning and logistics for demonstrations, trade shows, customer visits, and company events.

- Manage meeting logistics, conference room scheduling, visitor coordination, and hospitality requirements.

CANDIDATE REQUIREMENTS

- 5–7 years of experience in office administration, executive support, office management, or business operations.

- Previous experience supporting senior leaders, executives, founders, or C-suite personnel.

- Experience coordinating calendars, meetings, travel, events, and administrative processes.

- Experience in a startup, technology, aerospace, defense, or similarly fast-paced environment preferred.

- Highly organized, with strong attention to detail and follow-through.

- Adaptable and calm under pressure in a fast-paced, high-growth environment.

- Strong communicator and collaborative team player.

We look forward to hearing how you can help shape the future of autonomous defense systems at Harmattan AI.

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